A business meeting agenda is used to communicate important matters that will be discussed in a meeting. This document allows all participants to adequately prepare for the meeting topics.
A business meeting agenda must answer certain questions: What is the topic up for discussion? Why should it be discussed? Who will be involved in the discussion? Who is in charge of certain topics? How long will the topic be discussed in the meeting?
Create a new document with Meeting Agenda as the title and file name. For your convenience, you may want to format your file name in this manner: Meeting Agenda_YYYY_MM_DD. This way, when you look into your folders, any specific agenda will be easy to find.
Input the date of the meeting, the venue and the names of people who are attending the meeting. This information will prove crucial, especially in tracking the progress of a certain topic, project or issue.
Create a table with 5 columns, titled “Business Meeting Agenda on (date of the meeting).”
Type “Topic” as the first column title. Then enter each meeting topic to be discussed.
Key “Goals/Targets” as the second column title. Very briefly state the desired end result for each topic during the meeting.
Type “Team” as the third column title. Note the people who will be responsible for presenting the topic or speaking on its behalf. If a topic has a team leader, be sure to note that as well.
Key “Strategy” as the fourth column title. List how you plan to address the topic. Examples include “brainstorming” to generate ideas, “review” to go over a selected outcome or project, “decision” if a decision needs to be made, or “information” if general information needs to be shared.
Type “Time” as the fifth column title. Indicate the number of minutes that each topic will be allotted for discussion. This is necessary to maintain a good flow of ideas in the meeting room and to provide structure to your meeting.
Save your document after entering all the known information in each row.
A table is only a basic way of organizing the topics for discussion in a meeting. You are free to format your business meeting agenda differently, so long as the given items are all included.
It is important to allocate enough time to discuss your selected topics, but not too much time, otherwise discussions tend to carry on. Ask the presenters how much time they will need to present on their topics.
Make sure everyone attending the meeting receives the agenda at least a day before the proposed meeting. This will give everyone time to prepare and allow for any revisions to the agenda if necessary.
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